Agenda 06-11-12The City of BoMton Beach
E
FINANCIAL ADVISORY COMMITTEE MEETING
MONDAY, JUNE 11, 2012 @ 6:00 P.M.
LIBRARY CONFERENCE ROOM A
AGENDA
THE COMMITTEE MAY ONLY CONDUCT PUBLIC BUSINESS AFTER A QUORUM HAS BEEN
ESTABLISHED. IF NO QUORUM IS ESTABLISHED WITHIN TWENTY MINUTES OF THE NOTICED
START TIME OF THE MEETING THE CITY CLERK OR DESIGNEE WILL SO NOTE THE FAILURE TO
ESTABLISH A QUORUM AND THE MEETING SHALL BE CONCULDED. COMMITTEE MEMBERS MAY
NOT PARTICIPATE FURTHER EVEN WHEN PURPORTEDLY ACTING IN AN INFORMAL CAPACITY.
1. Call to Order
• Should any members not be able to make the meeting; contact Barry Atwood
( Atwood BQbb.f1.us or (561) 742 -6311 by 3 pm Monday as the meeting will be cancelled.
2. Approval of May 21, 2012 Minutes (Copy attached) —
• Kindlv review in advance of the meetina
3. Committee members must bring their recommendations of their Assignment Areas to this June 11
meeting as it is the last meeting prior to the Committee's presentation of their recommendations to the
City Commission on Tuesday, July 3.
4. Distribution, presentation and voting by each Committee member of individual recommendations
• Review and vote on each Recommendation (Copies attached)
1. Employee Leave Benefit Analysis - Lonergan
2. Compensation Package Analysis — Lonergan
• Review and vote on other recommendations
5. Discuss necessary deadlines for individual Assignment Recommendations and Committee voting in
order for the Chair to summarize and submit to the City Commission.
• Presentation of Committee recommendations is schedule for Tuesday, July 3
• Deadline for advance inclusion in the Commissions Agenda packet is this Thursday, June 14
6. Adjournment
Remaining Financial Advisory Committee meeting dates were scheduled as follows:
• Monday, Jun 25 (Cancelled due to lack of a quorum)
Presentation of Committee recommendations to the City Commission
• Tuesday, July 3, 2012
City Commission Budget Workshop Dates (Library Program Room):
• Monday, July 16: 2 pm
• Tuesday, July 17: 9 am
• Wednesday, July 18:2 pm
C: \Documents and Settings \pylej \Local Settings \Temporary Internet Files \OLKAB \Agenda - 06- 11- 12.doc
MINUTES OF THE FINANCIAL ADVISORY COMMITTEE MEETING HELD ON
MONDAY, MAY 21, 2012, @ 6:00 P.M., IN THE BOYNTON BEACH CITY LIBRARY,
ROOM "A ", 208 S. SEACREST BLVD., BOYNTON BEACH, FLORIDA
PRESENT:
Don Scantlan, Chair Barry Atwood, Finance Director
Dennis Dougherty Tim Howard, Deputy Finance Director
David Katz
Terry Lonergan
1. Call to Order
Chair Scantlan called the meeting to order at 6:03 p.m.
Roll Call was taken. A quorum was present.
Motion
Ms. Lonergan moved to approve the agenda. Mr. Katz seconded the motion that
unanimously passed.
2. Approval of May 14, 2012, Minutes
Two corrections to the minutes were noted.
• Page 4, item 4, paragraph 4, the end of line 3 should read "Chamber of or
Community Redevelopment Agency events."
• Page 5, item 4, final paragraph should delete the last sentence.
Motion
Mr. Katz moved to approve the minutes as amended. Ms. Lonergan seconded the
motion that unanimously passed.
3. Distribution and presentation by each Committee member of individual
recommendations.
1. Impact of New Legislation /League of Cities — Dennis Dougherty
Mr. Dougherty recommended assigning a specific individual to track and report on new
legislation and the related impact to the City. Recognition was given to the fact that
Page 1 of 3
Meeting Minutes
Financial Advisory Committee
Boynton Beach, FL
May 21, 2012
Carisse LeJeune had previously assumed this task, but due to reassigned
responsibilities in the City Manager's Office, this was only done on an informal
exception basis this year.
It was noted that while several bills were passed, no immediate impact should impact
our current budget.
Chair Scantlan called for a vote on the recommendation. The vote was 4 -0.
2. City Services Citizen Survey — Don Scantlan
Mr. Scantlan provided a general discussion of the Survey's purpose and results. It was
noted that there were 224 respondents this year which was less than last year. Nine of
the questions obtained citizens opinions of certain budget actions. In addition, this year,
there were three added questions that allowed a narrative response to budget
questions.
Motion
Ms. Lonergan moved to approve the recommendation. Mr. Dougherty seconded the
motion that passed 4 -0.
4. Update by Committee members regarding progress to date of their
Assignment Areas
Mr. Scantlan indicated that he was progressing on his topic to review County /City
service redundancies, but there was no report to share at this time.
Mr. Dougherty reported that he would provide his recommendations regarding his
analysis of the Capital Improvement Plan before the next meeting.
Likewise, Ms. Lonergan and Mr. Katz said that their recommendations would be
forthcoming.
5. Discuss necessary deadlines for individual assignment recommendations
and Committee voting in order for the Chair to summarize and submit to
the City Commission.
It was noted that further recommendations would require transmission to Mr. Atwood
prior to the next meeting on June 11. In turn, they would be assembled and sent on
June 7 along with the Agenda for the meeting or members could walk them into the
meeting on June 11.
Page 2of3
Meeting Minutes
Financial Advisory Committee
Boynton Beach, FL
May 21, 2012
In turn, Chair Scantlan would prepare an Executive Summary of the Committee's report
for presentation to the City Commission. (Note: The presentation to the Commission is
tentatively scheduled for Tuesday, July 3 at the regular Commission meeting.)
6. Adjournment
There was no further business to discuss.
Motion
Mr. Katz moved to adjourn. Ms. Lonergan seconded the motion that unanimously
passed. The meeting was adjourned at 6:40 p.m.
E. Barrett Atwood, Sr.
Page 3of3
Boynton Beach Financial Advisory Committee
FY 2012 -2013 Budget Recommendation
Subiect /Topic Compensation Package Analysis
Reviewed By : Terry Lonergan
Recommendation (Specific Action Recommendation) Discontinue paying for City -
owned cell phones, with the exception of department heads. Discontinue car
allowances for all, except for emergency department heads.
Pros of Recommendation City employees who have City -owned cell phones and a
take home car allowance have salaries that could support these expenses out of their
own pocket. City Commissioners who have City paid -for cell phones have a generous
expense account that could easily support the payment of a cell phone.
Cons Of Recommendation City paid -for cell phones and take home car allowances
are either a contractual obligation on the part of the City or an agreement for
employment between the City and certain employees. Two take home vehicles are
such because of past practices. Discontinuing these practices could be a legal issue.
References (Staff, Documents, and Public Julie Oldbury, Director of Human Resources
Impact on 2012/13 Budget Savings of $66,000 per year for take home vehicles and
car allowances; $47,316 per year for City owned cell phones; and $54,000 per year for
cell phone allowances
Impact on Out Year Budgets None
Impact on Citizens None
Impact on City Staff Employees will incur additional expenses
Committee Vote Result For Against
Boynton Beach Financial Advisory Committee
FY 2012 -2013 Budget Recommendation
Subiect /Topic Employee Leave Benefit Analysis
Reviewed By : Terry Lonergan
Recommendation (Specific Action Recommended) Discontinue personal time off for
all employees; cap accumulated sick time at 1040 hours; discontinue transferring sick
hours to vacation time.
Pros of Recommendation Vacation time for all employees is very generous. Sick time
should be used for that purpose only and personal time off can be taken out of the
vacation hours. City of Delray Beach has no provision for transferring sick hours to
vacation hours for any of their employees.
Cons of Recommendation These benefits are contractual. Bargaining units would
have to agree to the terms.
References (Staff, Documents, and Public) : Julie Oldbury, HR Director; City of Boynton
Beach Bargaining Agreements; City of Delray Beach Bargaining Agreements
Impact on 2012/13 Budget Savings of deleting personal time for all employees could
amount to a substantial savings. It's hard to calculate because of the varied salaries.
Impact on Out Year Budgets If initiated for FY 2012 -13, there will be no impact on out
years.
Impact on Citizens Better services with more employees on the job.
Impact on City Staff With more employees reporting to work, there would be no
need to have some employees doing "double duty" for services.
Committee Vote Result For Against